SHERPA Services and Publishers SHERPA Services and Publishers Meeting 22 May 2014 Bill Hubbard Director, Centre for Research Communications.

SHERPA Services and Publishers

SHERPA Services and Publishers Meeting22 May 2014Bill Hubbard

Director, Centre for Research Communications

Outline

• Welcome, introductions, agenda  (13.10-13.25) • Overview of RoMEO – structure and operation (13:25 –

13:55)

• Discussion and questions (13:55 – 14:30)

• Break (14:30 – 14:40)

• Discussion (14:40 – 16:00)– How can RoMEO help Publishers – What RoMEO needs from Publishers – Working together

• AOB

SHERPA Services

• RoMEO• JULIET• OpenDOAR• FACT• . . . and others in development . . .

SHERPA Services - relationships

Journals DBRoMEO

Publishers’OA policies

JULIETFunders’

OA mandates

FACTJournals’ compliance

with funders’ OA requirements

Overview of RoMEO

• Structure• Operation

- Information work flows- IN- MAINTAIN- OUT

Structure

RoMEOUser

author researcher

repository staff

Publisher Policy

Publisher Policy

Publisher Policy

Publisher Policy

Publisher Policy

Gather Analyse

Standardise Simplify

ClarifyAllow comparison

Raise ambiguity and inclarity

Structure

Publisher P

Journal A

Journal B

Journal C

Journal D

Policy X

• Publisher, Policy, Journal

Publisher P

Journal A

Journal B

Journal C

Journal D

Policy X

Publisher P

Journal E

Journal F

Journal G

Journal H

Policy Y

Publisher P

Journal I

Journal J

Journal K

Journal L

Policy Z

Structure

Operation

• Gather• Analyse • Standardise• Simplify• Clarify• Allow comparison• Raise ambiguity and inclarity

Information work flows - IN

• Extensive initial survey to get data in• Now over 80% of policy additions community

suggested• Close links with Universities and academic

community (UK and global)• Online Community at the heart of our

business model

Operation

• Simplified policy acquisition workflow

Suggested additions/updatesAuthors Librarians Publishers

Buffer

Find policy documentsPolicy CTA Guide Etc.

Clear andComplete?

Contact thepublisher

RoMEO

Yes

No

RoMEO Policy Input Form

http://www.sherpa.ac.uk/romeo/policyform.php

Information Workflow - MAINTAIN

• Constant review of data• Pick 5 publishers at random; Download all journals in RoMEO

for each publisher; check accuracy of journal against publisher policy; repeat until error rate is reduced to zero

• Top 20 Publishers - Policy watch

• User community alerts• inaccuracies, policy change alerts

• Weekly • meetings to review updates and review of additions

• Procedures in place for escalation and sign off

Top 20 Watch

Springer - Elsevier - Wiley - Routledge - SAGE - Taylor & Francis - De Gruyter Open - Cambridge University Press - Inderscience - Emerald - Oxford University Press - Lippincott - Williams and Wilkins - BioMed Central - De Gruyter - MAIK Nauka/Interperiodica - MedKnow Publications - Informa Healthcare - Elsevier Masson - Rodopi - OMICS Publishing Group - IEEE - Maney Publishing - IGI Global - Dove Medical Press - MDPI - Elsevier Espana - IOS Press - SpringerOpen - Bentham - Nature

Information work flows - OUT

• Website– RoMEO gets over 25,000 + unique visits per week

• API– Our main users are via the API– Institutions have built our API’s into their CRIS

systems and IR software– Over 250,000 requests per day for RoMEO API

Summary

• Plugged into the needs of the Open Access and Institutional Repository community

• Established links with Universities and the global Academic community

• Online Community at the heart of our service model

• Engaged with commercial users• Getting Bigger – Growing

Summary

• One Database in a single location• Available to all, free, without registration• Worldwide coverage• Established international partnerships • Established global user base• Recognised brand • Trusted global voice

Complexity

• Each publisher may feel that their policy structure is clear, concise, readily available and only as complex as required for business

• Our volume of users and our feedback shows that users find bewildering complexity, ambiguity, lack of information and support

• How does this mismatch arise? Where is the difficulty for authors in using policy information?

Complexity of information

• Information missing from online policy pages• Policy spread over multiple pages• Multiple page policies unlinked• Multiple policy pages with the same information in

different words• Multiple policies, with minor variations, for individual

journals• Policies that are not written in standard or

necessarily clear to read language• Ambiguity and undefined differentiation

Complexity of policy structures

• Overriding policies of clients and associates• Special policies

– Subject areas– Specific to stellar titles

• Funder-specific variations• Availability of Paid OA or OA journal options• Copyright and Creative Commons licences• Fees and charges

Publisher (Policy)

Journals

All journals have the same policy

Publisher (Policy A)

Journals

Clients may have different policies

Client 1 (Policy B)

Client 2 (Policy C)

Publisher (Policy A)

Journals

Some journals are special cases

Client 1 (Policy B)

Client 2 (Policy C)

Journal Specific (Policy D)

Journal Specific(Policy E)

Publisher (Policy A)

JournalsSpecial policies by subject area

Client 1 (Policy B)

Client 2 (Policy C)

Journal Specific (Policy E)

STM Titles (Policy F)

SSH Titles (Policy G)

Journal Specific(Policy H)

Journal Specific (Policy D)

Client 3 (Policy D)

Publisher (Policy A)

JournalsSpecial policies according to funder mandates

Client 1 (Policy B)

Client 2 (Policy C)

Journal Specific (Policy E)

STM Titles (Policy F)

SSH Titles (Policy G)

Journal Specific(Policy H)

Journal Specific (Policy D)

Client 3 (Policy D)

Funder A Mandate (Policy I)

Funder B Mandate (Policy J)

Funder A Mandate (Policy I)

Funder B Mandate (Policy J)

Ideas to reduce complexity

• Reduce the number of policy documents and webpages• A single page per open access policy• The policies clearly written, ideally in plain language• Drive to reduce multiple policies• Clearly stated where minor changes are required• Inform RoMEO

– when policies change– of preferred contacts– respond to queries on interpretation

Discussion and questions

Break

Discussion

• How can RoMEO help Publishers?• What RoMEO needs from Publishers• Working together

How can RoMEO help Publishers?

• Embedded within OA community• Used and trusted by authors worldwide• Used and trusted by libraries worldwide• Collaborative online community is at our heart• Growing user base, with 25,000 plus visitors

weekly, all consulting RoMEO for information and guidance on your policies

What we need from Publishers

Information• Publisher Details• Journal Details • Open Access Policies

– Publishing– Archiving

Basic requirements

• Journals– Title and ISSN (print and/or online)– Applicable archiving policy– Applicable OA publication option

Basic requirements

• Archiving Policies– Archiving permitted?– Permitted repository types (if not all)– Embargo period (if any)– Copyright holder– Creative Commons licence(s)– Automatic archiving by the publisher?

• Where & when?

• For each of Publisher’s, Accepted and Submitted versions

Basic requirements

• Open Access Publication– OA journal, Paid OA (hybrid) option, or none– Creative Commons licence(s)– Charges & Fees– Automatic archiving by the publisher?

• Where & when?

Working together

• Visit your policy on RoMEO - let us know if it needs updating or correcting

• Inform us about policy changes• Alert us to any inaccuracies in information• Sign off entries• Give us a named contact to use when

confirming policy changes

Working together

• Discussion

Bill [email protected]

Centre for Research CommunicationsUniversity of Nottingham